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A N A L C T S W E B I N A R P R E S E N T E D B Y
P E T E R D . V E R H E Y E NS Y R A C U S E U N I V E R S I T Y L I B R A R I E S /
C O N S E R V A T O R I N P R I V A T E P R A C T I C E
M A R C H 1 6 , 2 0 1 6
Library Preservation Today!Preserving Digital Collections:
An Overview
Peter D. Verheyen
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
Peter D. Verheyen, Research and Emerging Issues Analyst atSyracuse University Library comes from a bookbinding and rare book conservation background. He was trained in hand bookbinding in Germany and worked as a conservator in private practice in Chicago before going to work as conservatorat Yale and Cornell University libraries. It was there that he was first exposed to digitization in the early 1990s. In 1995 he established the conservation lab at the Syracuse University Libraries where he also served as Head of Preservation and Conservation until 2013. Verheyen was involved in digitization activities since coming to Syracuse, managing many of the digitization projects in the Special Collections Research Center. He completed both of Cornell’s workshop series on digitization and digital preservation and has presented on various aspects of the digitization process including scanning, project management, the wider impact of digitization on public services and preservation. He would like to see digitization applied more systematically to the preservation of endangered collections as well as the preservation of the digital.
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So, what have we learned in this series?
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Importance of environmental monitoring and control to prevent damage to collections
Standards for library storage, and ways of achieving better conditions, including low- and no-cost improvements
Storage Furniture (Shelving and related issues)
The Storage Area
Storing and Handling Books
How Scrapbooks Differ from Books
Storing and Handling Scrapbooks
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Historical Context
Historical Context
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Rock
Cave paintings, stone carvings, clay tablets
Paper
Papyrus, parchment/vellum (not paper, but), rag, wood
“Brittle book” problem
Standards developed to ensure longevity
Microfilm
Early film quality spotty, but…
Standards developed to ensure quality (chemical & image)
Despite problems, all remain readable
What digital preservation is not.
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Digital preservation is not the digitization of analog objects, however the formats and standards used for
digitization will significantly impact long-term preservation of the digital objects.
What digital preservation is
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Digital preservation, is a part of the curation process and the management of digital assets over time to
ensure their continued accessibility.
Other definitions at end of slides
Quiz 1
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Are you currently digitizing collections
No
Yes, still images
Yes, audio
Yes, video
A combination of these
A word with eight letters
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Metadata, data about data Don’t digitize without it
A critical piece before, during and after digitization
Descriptive: Describes the object for discovery…
Structural: Describes how complex objects relate to each other
Administrative: Enables the management of the object. Includes:
Technical: Info to render, interact with and use the digital object
Rights: Copyright…
Preservation: What do we need to know to preserve. Can include elements of all of the above.
More in other parts of presentation
PREMIS Data Dictionary. http://www.loc.gov/standards/premis/
Preservation Metadata (2nd edn.). Lavoie, Brian and Gartner, Richard (2013). http://dx.doi.org/10.7207/twr13-03
Types of digital objects
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Digitized analog
Text, images, audio, video, film on a variety of media
Born-digitized
Computer files in different formats and on various media
Tape, disks, cd/dvd, servers
Programs and software
Proprietary
Open Source
Unknown – old media often not or erroneously labeled…
Websites, email, “social media,” …
What can we do to facilitate preservation?
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Adhere to standards and best practices when creating digital content by:
Digitizing at highest appropriate and/or practical resolution
Creating use-neutral masters in lossless, stable, non-proprietary formats: TIFF, JPEG2000, WAV (audio), AVI (video)…
May not always have control with digital devices like recorders, phones, …
If skills, budget, tools to complex/$$$, outsource to professional digitization vendors
What can we do to facilitate preservation?
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Write-protect master images to prevent altering, working off of derivative copies instead
Use logical naming conventions and gather metadata as you work on collections
Do not save/”preserve” on media such as CDs, DVDs, flash drives, other proprietary storage device
Rights management is omnipresent
Digital Preservation Best Practices and Guidelines (in NC), see http://digitalpreservation.ncdcr.gov/
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Let’s preserve…
Quiz 2
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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We are currently storing our digital objects on: Check boxes
Media
Hard drives
Servers / In the cloud
We aren’t
Analog management chain
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Based on OAIS model
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Media and storage devices degrade and/or become obsolete quickly. Replacement costs…
Appeals for old hardware/software…
Software, file formats, and operating systems become obsolete. New versions may not be backwards compatible
Proprietary encoding schema disappear.
Files are deleted… Early working group on DP listserv archived and lost at Yale
Web links ‘break.’
Digital content is fragile
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Digital preservation strategies & tools
Storage Essential, but only a first step… Backups are not preservation!
Refreshing involves periodically moving a file from one physical storage medium
to another to avoid the physical decay or the obsolescence of that medium
Migration involves periodically moving files from one file encoding format to
another that is useable in the current computing environment.
Emulation mimics obsolete applications software to run in the current
computing environment
Common with video/arcade games
Curation is…18
Integral part of managing collections whether analog or digital
Critical for ensuring success of [digital] preservation
Other digital preservation components include: preservation, archiving and storage
Curating the Analog, Curating the Digital
http://www.archivejournal.net/issue/3/archives-remixed/
Video from CLIR (Council on Library and Information Resources) at http://www.clir.org/initiatives-partnerships/data-curation
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
Planning for digital preservation
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
Develop a plan for managing each file format in a digital archive. May include specific strategies based upon data format risk
assessments
How likely is support for software/hardware to disappear
Establish Digital Preservation policies
Involve bibliographers, catalogers, and faculty to determine selection criteria for assets to be preserved
Incorporate DP into existing collection development policies and workflows
Directory structure and naming conventions
Policies must address Intellectual Property rights and access.
Document best practices
Develop preservation metadata guidelines
Planning for digital preservation
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Subject to regular review/revision
Should be a collaborative effort between departments or among organizations
Requires resources and organizational commitment
Raise awareness of DP among library staff and university community
Encourage/require good habits and standardization
File naming conventions
Directory structure
Sustainability
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Trusted Digital Repository (TDR) Accept responsibility for the long-term maintenance of digital resources on
behalf of its depositors and for the benefit of current and future users; Have an organizational system that supports not only long-term viability of the
repository, but also the digital information for which it has responsibility; Demonstrate fiscal responsibility and sustainability; Design its system(s) in accordance with commonly accepted conventions and
standards to ensure the ongoing management, access, and security of materials deposited within it;
Establish methodologies for system evaluation that meet community expectations of trustworthiness;
Be depended upon to carry out its long-term responsibilities to depositors and users openly and explicitly;
Have policies, practices, and performance that can be audited and measured; and
Understand and act on requirements keeping in mind: The scope of collections; preservation and lifecycle management; the wide
range of stakeholders; ownership of material and other legal issues; and cost implications.
OAIS model ties all together
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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OAIS is…
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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A “basic” framework for understanding the concepts of long-term digital preservation
Not proscriptive and guides processes to allow institutions to implement digital preservation in ways that work for their circumstances in sustainable ways
Wiki provides a clear and full description at:
http://en.wikipedia.org/wiki/Open_Archival_Information_System
Examples of DP initiatives and tools
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Co-operative Projects
LOCKSS & CLOCKSS
Portico
APTrust (Academic Preservation Trust) and DPN (Digital Preservation Network)
Hosted Options
Digital Archive @ OCLC
DuraSpace (Fedora Commons and D-Space)
DSpaceDirect (hosted Digital Preservation from D-Space)
These DP initiatives…
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Preserve published scholarly outputs
Journal articles
eBooks
Locally digitized content
Use different conceptual models
Are largely cooperative and scalable
Distribute costs and responsibilities across several partners
Libraries , consortia, publishers
Examples of DP initiatives and tools
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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LOCKSS/ CLOCKSS (Lots of Copies Keep Stuff Safe): “Grass roots” international community initiatives that provides libraries with digital preservation tools and support so that they can easily and inexpensively collect and preserve their own copies of authorized e-content.
Software migrates content forward in time; and the bits and bytes are continually audited and repaired.
Files are preserved as originally published (PDF, HTML, …) and migrated on access.
Can be used to create private/small consortial networks
CLOCKSS works more with publishers
Examples of DP initiatives and tools
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Portico: Preserves scholarly literature published in electronic form. Working closely with publishers,
Portico creates a dark archive from source files that have been converted to a standard format.
Archive is migrated forward en-masse as formats change. A standardized format
Similar mission as CLOCKSS.
The e-journal challenge
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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LOCKSS’/CLOCKSS’ and Portico’s “collection development missions have moved much closer together and there is no a great deal of overlap between them. This regrettably does not increase the number of titles being preserved… We end our report by recalling our response to Question 10, in which we
noted that LOCKSS and Portico combine to preserve roughly 26% of Cornell e-journals with standard identifiers and roughly 13% of all Cornell's e-journals. This overall lack of publisher participation in either of the leading e-journal preservation programs offers the two CULs an opportunity to use their individual or combined influence with publishers, to whom they pay substantial licensing fees, to improve the state of e-journal preservation as a whole.
Final Report of the 2CUL LOCKSS Assessment TeamCornell University Library & Columbia University Library
https://www.2cul.org/files/2CULLOCKSSFinalReport.pdf
DP for locally created collections
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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AP Trust and DPN
“New “ cooperative initiative for [largely] locally created collections
Based on replicating nodes running on different platforms
Fromhttp://aptrust.org/2013/01/24/update-visits-to-aptrust-institutions-completed/
Academic Preservation Trust (APTrust)
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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APTrust is consortium of academic libraries that is committed to the creation and management of a multi-institution collaborative preservation repository for digital content. Begun at the University of Virginia, the project began with 12 partners from private and public universities that are collaborating with Fedora, DuraCloud, and Cloudsync on development of the software.
Will be preservation AND access tool
Will include forward migration of “standard” file types
Digital Preservation Network (DPN)
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Digital Preservation Network is conceptually aligned with APTrust, DPN serves as a dark preservation archive constituting several federated and replicating nodes. To help ensure preservation, each of these nodes is runs on a different platform, APTrust, Chronopolis, HathiTrust, Stanford Digital Repository(SDR), and University of Texas Digital Repository.
Different platforms and replication ensure that there can be no single point of failure, and that if one node crashes, it can be “brightened” (recreated/refreshed) from the others.
Format migration is not planned as a feature of DPN.
Other DP tools
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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OCLC Digital Archive provides foundation for preservation of digital collections: Secure managed storage
Automated monitoring and workflows
Works seamlessly with CONTENTdm
Hosted, i.e. “ideal” for those without infrastructure
DSpaceDirect is a low-cost, turnkey hosted repository service. DSpaceDirect can be used to preserve and provide access to academic faculty and student papers, projects, and research.
Other IR-type cloud-based or locally hosted solutions such as DuraSpace and DuraCloud
So, why preserve?
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Digital preservation as insurance
Preserved content is released when a “trigger event” occurs, e.g. publisher ceases operations or its delivery platform fails. Release of a title can via LOCKSS/CLOCKSS or Portico can be
temporary or long term depending on circumstance. APTrust and DPN will function similarly. So, when does preserved content become available?
HathiTrust (a slightly different beast) content is available as allowed by copyright.
Access may be made available locally for items physically held the institution if item is brittle/damaged beyond use.
Access may be made available locally for items physically held the institution for patrons with special needs (screen reader…)
So, … what can you do – “easy” steps
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Learn about what a digital archivist does in this OCLC Research blog post http://hangingtogether.org/?p=3901
Know what you have as content and media types Organize and maintain directory structure Limit “archival” formats to stable/established types Migrate forward (or backward) as formats change
Lowest common denominator
Make use of metadata Keep control (intellectual & physical) of content
Keep your head out of “the cloud” except for access, for now
Keep and maintain obsolete hardware as needed… you just might
Find partners to share resources and costs
Thank you and questions
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Slides that follow are an extensive list of resources, including articles, tutorials , videos, and webinars.
On behalf of my colleagues Karen Kiorpes, Julie Mosbo, and Donia Conn, thank you for attending this ALA/ALCTS series on preservation topics/
Peter D. Verheyen Syracuse University Libraries(315) [email protected]
Website
Digitization resources
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Moving Theory into Practice, Cornell University Library.
https://www.library.cornell.edu/preservation/tutorial/
Handbook for Digital Projects: A Management Tool for Preservation and Access, Northeast Document Conservation Center
http://nedcc.org/free-resources/digital-preservation
Federal Agencies Digitization Guidelines Initiative (FADGI) recently
http://www.digitizationguidelines.gov/still-image/
Digital preservation resources
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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National Digital Information Infrastructure Preservation Program (NDIIP) “NDIIPP is based on an understanding that digital stewardship on a
national scale depends on public and private communities working together. The program has engaged hundreds of partner organizations across the United States and around the world to preserve at-risk digital collections and build a distributed digital preservation infrastructure. This work is carried out through a variety of initiatives. A major current initiative is the National Digital Stewardship Alliance, which works to bring a broad array of organizations, both public and private, into partnership with the Library to support digital preservation.
Addresses “personal digital archiving”
http://www.digitalpreservation.gov/
Digital preservation resources
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Definitions of Digital Preservation prepared by the ALCTS Preservation and Reformatting Section, Working Group on Defining Digital Preservation: http://www.ala.org/alcts/resources/preserv/defdigpres0408
Digital preservation at the Library of Congress: http://www.digitalpreservation.gov/ See especially The Signal, http://blogs.loc.gov/digitalpreservation/
Preserving Objects With Restricted Resources: for libraries with smaller amounts of data and/or fewer resources. http://digitalpowrr.niu.edu/
Community Owned digital Preservation Tool Registry (COPTR) http://coptr.digipres.org
Digital Preservation Best Practices and Guidelines, see http://digitalpreservation.ncdcr.gov/
Preserving Digital Information: Final Report and Recommendations published by the commission of the Commission on Preservation and Access:http://worldcat.org/arcviewer/1/OCC/2007/08/08/0000070519/viewer/file2456.html
Cornell’s excellent online tutorial on digital preservation: http://www.icpsr.umich.edu/dpm/dpm-eng/eng_index.html
For more on attributes of Trusted Digital Repositories, see http://www.oclc.org/research/activities/trustedrep.html
Preserving Digital Collections, UK National Archives, see http://www.nationalarchives.gov.uk/archives-sector/digital-collections.htm
Preservation Metadata and OAIS, see http://www.oclc.org/research/activities/past/orprojects/pmwg/pm_framework.pdf
Digital preservation resources
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Preservation Health Check: Monitoring Threats to Digital Repository Content, see http://www.oclc.org/research/publications/library/2014/oclcresearch-preservation-health-check-2014.html
For examples of collaborative digital preservation efforts, see http://www.hathitrust.org/ and http://www.lockss.org
For examples of digital preservation tools, see http://fedorarepository.org/about and http://www.dspace.org/
Meghan Bergin. Summary of Survey Results on Digital Preservation Practices at 148 Institutions. http://works.bepress.com/meghan_banach/7/
Popular articles
The New Age: Leaving Behind Everything, Or Nothing At All. http://www.npr.org/blogs/alltechconsidered/2014/04/09/300614977/the-new-age-leaving-behind-everything-or-nothing-at-all
Jefferson Bailey Blog, http://www.jeffersonbailey.com/
The Library of Congress Wants to Destroy Your Old CDs (For Science), http://www.theatlantic.com/technology/archive/2014/05/the-library-of-congress-wants-to-destroy-your-old-cds-for-science/370804/
Tips on Archiving Family History, http://www.nytimes.com/2013/05/29/booming/tips-on-archiving-family-history-part-1.htm lwww.nytimes.com/2013/06/05/booming/tips-on-preserving-family-films-and-photos.htmlhttp://www.nytimes.com/2013/06/12/booming/tips-on-archiving-family-history-part-3.html
Resources
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Digital Preservation In a Box
The latest project from the National Digital Stewardship Alliance, Outreach Working Group.
http://blogs.loc.gov/digitalpreservation/2012/07/digital-preservation-in-a-box-have-a-look-inside/ and http://dpoutreach.net/
Multimedia resources
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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http://youtu.be/pDM5fLRWE4s
Preserving Your PersonalDigital Memories
Digital Preservation: An Introduction to the Basic Concepts
http://youtu.be/RqacRC51CRI
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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Format obsolescence
By 2036, data loss has become a thing of the past. All digital media is instantly uploaded to the internetand permanently stored in the cloud, safely backed-up on servers scattered around the world. Only a handful of small businesses in the world have the expertise to recover data from pre-cloud devices. On a hot summer day, a young man named Kai visits Digital Antiquities, a store in eastern Pennsylvania specializing in data recovery and sales of vintage electronics. He shows Cat, the stores only employee, an old compact disc left to him from his deceased mother and asks her to recover its contents. Will Cat help him find a working CD reader? And what will they discover among the contents of the disc?
Watch at http://youtu.be/SPF-xzMarlg
Multimedia resources
Library Preservation Today!, hosted by ALCTS, Association for Library Collections & Technical Services, March 16, 2016
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https://www.youtube.com/user/wepreserve
Team Digital Preservation Snow Byte & the Seven Formats
http://youtu.be/TfMgOKy9bPw